Ongoing maintenance goes hand-in-hand with being a landlord, but conducting an annual survey will help identify any repair and maintenance issues which need to be rectified before they turn into costly problems.
After our prolonged winter, which witnessed record levels of snow and sub zero temperatures it's best practice for landlords to carry out some simple checks to 'spring clean' their properties and ensure they're in tip top condition. This will make sure the building is in safe working order to comply with the landlord's health and safety obligations and adhere to the terms of their business insurance policy...
Having a schedule for planned and preventative maintenance will save costs and inconvenience in the long term. It also provides a platform for the landlord to ensure equipment which should be annually serviced, is checked.
Remember safety first! Before carrying out any maintenance, use the correct equipment or a suitably qualified contractor.
Check the exterior of the property
You might want to start by looking at the exterior of the building; giving it a thorough examination and don't forget the roof Defective roof coverings and damaged or poorly maintained gutters can cause major problems and debris on the ground from broken slates and tiles could indicate there may be a problem. Brush any moss off the roof as it can block gutters and retain moisture, which can damage the roof in frosty weather. It will also allow you to assess the area properly.
Check the roofing hasn't been damaged by the recent winter weather, by looking out for loose tiles and slates and any rips in the membrane. Ensure the gutters are cleared of any debris and check for any signs of damage to pipes which could burst. This will help to prevent leaks and if the building is already leaking, it's vital that repairs are carried out before the problem escalates into a flood. If this was to happen, insurance companies are likely to ask if all preventative measures have been taken to avoid the situation.
While checking the building's exterior, also look at the walls for signs of decay to the masonry and mortar joints, including any new cracks, which could be an indication of subsidence. If the crack is minor, you could repoint it with an appropriate mortar to prevent moisture entering. If it opens further after pointing, seek the advice of a chartered structural engineer. You may also want to clear away any bushes and trees that have grown close to the building as they can cause problems in the future and may also prevent you from thoroughly inspecting the premises.
Managing fire risks
As the landlord, you are responsible for managing a number of risks, one of them being risk hazards. The Fire Safety Order 2005 requires any person who has some level of control in premises to take steps to reduce the risk from fire and make sure people can safely escape in the event of an incident. In a tenanted building, this applies not only to common areas but the entire premises. This means as a landlord, you should carry out a fire risk assessment to identify any possible dangers and provide precautions to deal with a fire such as fire blankets in the kitchens and the appropriate extinguishers. In your annual check, make sure any fire safety equipment is serviced and the smoke alarms are tested.
Fire certificates are also required and it is likely you and the tenant will be asked for a copy by your business insurance providers. In premises occupied by only one business, it's the tenant's responsibility but if there is more than one company functioning in the building, then the landlord is required to obtain a certificate. As good practice, ask your tenant for proof of the certificate if it's their responsibility, to ensure it's up-to-date. If you do update your fire alarm system, make sure you inform your insurance provider as it will need to be noted on the policy.
Check equipment
When servicing equipment within the building don't overlook the boiler and heating system, the air conditioning units and the wiring systems. It's the landlord's responsibility to have any common and shared systems checked and these areas are considered a risk. Installation, maintenance and safety checks on the heating system should be examined by a qualified, Gas Safe registered installer. For electrical testing, make sure the contractor is NICEIC registered, which will provide a six year, insurance-backed warranty on their work. Air conditioning should also be annually serviced and it's advisable that this is done before the system is switched on for the summer.
General health and safety
Landlords also have some level of responsibility for health and safety issues; making sure the premises are in safe, working order and in particular areas such as lifts, stairways, walkways, corridors and any outside footpaths. You should ensure that hand rails on the stairs and steps are in good condition and make sure any broken walkways are repaired to prevent slips and trips for which you can be held responsible.
In order to retain the value of the property, regular maintenance and repairs should be carried out, which will also ensure that as a landlord, you are adhering to your responsibilities. In addition, by dealing with small problems as they are identified, you can avoid them escalating into bigger, more costly issues at a later date.
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